Accounts Payable
Please browse this page for information about the procurement of goods and services, expense and travel reimbursements. If you have any questions, please contact our office.
Thank you for your cooperation.
Accounts Payable Department Staff | |||
Name | Telephone | Room | |
Philippe Brunson Finance Payment Specialist |
718-270-6114 | philippe@mec.cuny.edu | C-200 |
John Thompson Assistant Director Accounting |
718-270-6115 | jthompson1@mec.cuny.edu | C-200 |
Jean Patrick Milord Finance Accountant Assistant |
718-270-6119 | jmilord@mec.cuny.edu | C-200 |
When goods and services are received by the department, the requester must complete the procurement process by creating a receipt:
Verify that all goods have been received or services rendered
Inform the Purchasing Department if there are
- When goods and services are received by the department, the requester must complete the procurement process by creating a receipt:
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- Verify that all goods have been received or services rendered
- Inform the Purchasing Department if there are any damaged, defective, or missing goods
- Scan the packing slip or service documents and save the file on your computer
- Find your purchase order number
- Log on to CUNYFirst to create a receipt:
Financial Supply Chain >> Purchasing >> Receipts >> Add/Update Receipts >> Add
- Create the receipt, upload the scanned file, and save
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*** For Vendors ***
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- Vendors should deliver goods or services after obtaining a Purchase Order number
- PO number should appear on the invoice
- Vendor name on the PO must be the same as on the invoice
- Vendor should verify that their remit to address is updated in the NYS Vendor Management Unit.
Go to the VMU website at: https://www.osc.state.ny.us/vendor_management/forms.htm
- Invoices should be sent to Accounts Payable, not the department
- Invoices can be emailed to: invoices@mec.cuny.edu
Additional Resources:
Did You Know - Create Receipts
- TRAVEL STATUS – To be on college business assignment at a location 35 miles from employee home address AND college work station. You are then eligible for expense reimbursements, such as, lodging, transportation, and meals.
Faculty and staff who travel on behalf of the college must abide by New York State and CUNY policies and procedures. Please read the Office of the State Comptroller Travel Manual and the Travel Guidelines for MEC Employees located on this website.
The CUNYFirst Travel and Expense Module is a self-service system where employees create their own travel authorization and expense reports (with managerial approval), provided that the department has available funds.
Faculty and staff must consult their department head and obtain approval prior to all travel. Department head must insure that there are adequate funds available for reimbursement.
A Travel Authorization (TA) MUST be created in CUNYFirst, and approved, PRIOR to all travel. This is a mandatory New York State and CUNY policy.
Creating a Travel Authorization will set aside funds to reimburse the traveler upon his/her return. TA should include:
- Estimates of all necessary and reasonable expenses to be incurred
- An attachment of the event’s official notice, program, agenda, etc.
- Must be approved by all managers prior to travel date. TA cannot be back-dated
Note 1: If the Approve icon is gray, the TA is in budget error. The department head should contact the Budget Office to transfer funds to the travel account.
Faculty and staff will pay for all of their travel expenses and are be reimbursed upon their return. Employees should be mindful to stay within the estimates approved in the Travel Authorization.
When an employee returns from a trip, the travel reimbursement procedure is as follows:
- Gather all receipts. Scan and save them on your computer
- Log on to CUNYFirst to create an Expense Report
- Ask department head to approve Expense Report
- If the Approve icon is gray, department head should contact the Budget Office to transfer funds to the travel account
Note: There will be no reimbursement without a receipt.
Guidelines
Office of the State Comptroller Travel Manual
Travel Guidelines For MEC Employees
Travel Reimbursement Checklist
CUNYFirst Job Aids
Approve a Travel Authorization - For Supervisors
Approve Expense Report - For Supervisors
Additional Resources
To obtain meal per diem rates, visit: https://www.gsa.gov/travel/plan-book/per-diem-rates
To obtain mileage rates (for business use of privately owned vehicle), visit:
https://www.irs.gov/tax-professionals/standard-mileage-rates
Faculty and staff may be reimbursed for valid expenses incurred while performing college business. Employee must obtain approval from the department manager before the purchase. The department head must insure there are sufficient funds in the budget to process the reimbursement. The college does not reimburse any taxes paid on purchases in New York State.
To receive an expense reimbursement:
- Fill out a Personal Expense Form, signed by the unit head
- Write a brief justification stating the reason for the purchase
- Scan the form, justification, and all receipts for uploading in CUNYFirst
- Log on to CUNYFirst to create an Expense Report
- Ask department head to approve Expense Report
Note 1: If the Approve icon is gray, the requisition is in budget error. The department head should contact the Budget Office.
Additional Resources: